meeting minutes

Minutes: The minutes of the March, 2008 meeting were accepted as presented. 1st Martin, 2nd Petterson.
Treasurer’s report (Bland): Total cash is up $100,000 over 2007. The Money Market interest is 2.33%. The clubhouse was $1171 better than budgeted. The marina and sailing did not have any activity. The pool deposited swim team fees. Initiation and dues were deposited in the general account.
The Worker’s Comp is a negative due to a credit of $4000 for “workplace safety”.
The insurance is due in May.
House (A. Hasting): Land and Sea Dinners start on May 1. The lobsters will be available but at a little higher cost for May. Hopefully, we will see the price drop around Memorial Day. Friday night dinners have started out great and will continue in May. Pub night will continue on Tuesdays as usual.
The wine tasting will be on Sunday, May 4th from 2-5 p.m. It is $10 per person. Individuals will have the chance to taste 30+ wines. There will be hors d’oeuvres available. This is the perfect opportunity to help us make our wine list selections for the year.
The Mother’s Day Brunch will be on May 11, 10-2. Reservations are a must with 1 ½ hour time slots available. This has sold out the past 2 years so make your reservations early. We will start taking reservations on 4/25. It will be $15.95 adults and $7.95 children.
We have Brunch on May 18 after the Board meeting. It is from 11-2. Reservations requested.
We have the new Members activities on May 24, the official opening of the club with the flag raising at 5:00 p.m. We will have a Buffet dinner upstairs after the flag raising.
We have the all day Chicken and Rib BBQ on Sunday, May 25 from 12-7. The price is $18.95 for adults and 9.95 for children. We will have all of your BBQ favorites and you can eat as often as you like for one low price.
We are encouraging all new members to join us all week for brunch, Pub night, Land and Sea, Friday night dinner, and Saturday/Sunday activities.

May private functions will be 5/3, 5/10, 5/12, 5/17.
In March, the banquet business was down $5768.55 (45%) and the daily club business was down $8428.12 (however, we were open for Friday nights in 2007).
Members of the staff will be attending a CPR class this week. They have also completed the Board of Health Food Safety course. LYC has begun recycling. The hand soap/towel holders have been changed. A new contract has been signed with Waste Management.
Special report on “Elmo” projection system. An “Elmo” projection system was presented to the board for consideration. The system could be utilized for Board and membership meetings so that reports could be viewed by the membership while being discussed. The system could also be “rented” to meetings held at LYC by businesses, clubs, etc.

Maintenance (Wyatt): Bathrooms have been repainted a neutral shade (there was a pigment problem with the old paint). Ed Wyatt offered a special “thank you” to Lou Hirst who was able to successfully get the Rinnai system working correctly after a great deal of work with the company representatives. The routine replacement of the batteries in the thermostats, bathrooms and “poofer” has been completed. The alarm system has been inspected. The ansul system will be redone due to the reconfiguration of the kitchen cooking stations. The geo thermal system will be updated with a new pump and electronic system. This will be covered on the warranty. The only cost will be for some new wiring and breaker.
An Energy Audit will be completed in order to review the energy consumption (approx. $4000 per month) and try to reduce costs.
Pool (L. Carter): The pool steps have been removed and replastered at no cost to LYC. The pool was filled on Friday, April 18 and the pumps started. The water contains lots of chlorine and needs 3 weeks to filter. The committee has decided to wait to start heating the pool until Memorial Day weekend due to the very high energy costs. The pool furniture is out. The swim team registration has been very successful. The registrations are now CLOSED TO NON-MEMBERS. Member registrations are still being accepted. The committee will take non-members for a waiting list but will not accept a check unless an opening is available.
Service Today wired the pumps to not peak out and bring up the heaters slowly. The pumps need a “block box” so that individuals cannot jack up the temperature.

D.Bland: The heaters come on 1 at a time so that we do not have an energy surge. One pump comes on every 20 minutes.
E. Wyatt: Sherman replaced some gadgets on the pumps. The annual service must be scheduled.
L. Carter: I will check it.
J. Sarik: Are there more non-members than members on the swim team?
L. Carter: No, 60/40 for the members. The fees are $85/$200 (members/non-members). There is not a cut off for the applications but we began to take the applications earlier this year.
B. Purnell: Is the committee allowing for a “swim at your own risk” before Memorial Day?
L. Carter: The committee will decide next week at the meeting. The old cover has been shipped to the manufacturer for pricing of replacing vs. repair.
Marina (D. Valeria): The Irish Eyes Header Fishing Tournament has been cancelled.
May 25 will be Marina Events Day.
9:00 till? Coast Guard Aux. for boat safety inspection
9:00 till? Nautical & Beach flea market
1:00 Windsurfing demo on the beach
3:00 Sunfish demo on the beach
Surf Fishing demo on the beach
Door prize for children 16 and under of a fishing rod and reel combo with fishing tackle

2008 MARINA HOURS
April 18-27 F/S/S 8:00-noon
May 2-18 F/S/S 8:00-4:00
May 23-Sept 1 Daily 7:00-4:30 pm
Sept. 5-28 F/S/S 7:00-4:30
Oct. 3-Nov. 2 F/S/S 8:00-Noon

APRIL 12 the Marina Work Day had 37 volunteers who got 95% of the needed work done.
OCTOBER 4 will be the Annual Picnic at the Marina.

The Marina Committee has narrowed the search for the renovation contractor down to two. The committee will do a line item comparison of the 2 bids and an examination of the floating dock samples provided by the 2 contractors next weekend (4/26). D. Valeria will present a recommendation to the board at the next meeting.

After a discussion concerning the dates of the marina presentation to the Board and to membership, it was decided that D. Valeria will make his presentation to the Board at the next Board meeting on May 18. The membership will be informed of the plans at the May Board meeting, a meeting on Memorial Day Weekend, a meeting on the weekend of May 31 and a meeting on July 4th weekend. The referendum will be included in the LYC election mailing.

Motion: The official date of the referendum will be August 27. 1st Bland, 2nd Petterson; approved.

The dock masters launched the “Turtle” but the axel broke. Richard Martin is having it fixed.

Membership (B.Miller): Deposits of $1900 from Membership activities have been made. The Waiting list is at 221 names.
Membership cards and the newsletter were mailed out on March 19, 2008. The Directory is at the printers and is due to be mailed by the end of the month. New Members Day is scheduled for Saturday Afternoon of May 24 immediately preceding the formal opening of LYC for the 2008 season. As in the past, all Board members are strongly encouraged to attend. Committee Chairs and Flag officers will each be asked to make brief remarks. This year, in an effort to introduce our new members to more of LYC, we are extending our activities to what we are calling “New Members Week” starting with pub night on May 20 and ending with Marina Activities Day on Sunday, May 25th.
Recently, a new member was sponsored by the nonmember wife of a member. Fortunately, the member husband was also willing to sponsor the new member so an embarrassing situation was avoided. However, it points out an issue that hasn’t been discussed by the Board. The problem posed by the non-membership of one member of a marriage will be addressed in the newsletter and in the Quick Notes over the next few weeks. Hopefully, the needed changes will follow and nothing further will need to be done.

Motion: Approve the new legacy member, John Henricksen (DOB 6/13/78), who is sponsored by Margaret Maull and Carolyn Marshall. 1st Petterson, 2nd Martin; approved.

The Membership Committee met recently and their recommendations concerning Co-Habiting Memberships and Singles Membership have been distributed to the members of the Board in preparation for action on them by the Board at today’s meeting. There are 3 motions to be considered. It was suggested that action and discussion on these recommendations would be done is Executive Session.

Motion: The motions recommended by the Membership Committee will be discussed in Executive Session after the Board meeting. Dr. Miller will attend the Executive Session as Membership chair. 1st Petterson, 2nd Martin; approved.

Finance (read by P. Kernehan for N. Carter): The Finance Committee met on Wednesday, April 16, 2008. We reviewed our CRF and the 20-year Sinking Fund. Our Treasurer, Don Bland, has been recording actual monthly expenditures from the CRF so we are able to keep a running tally. We are soliciting input from all committees over the next 30 days for specific capital improvement items, adjusted maintenance items for annual operating budgets and long term asset replacement estimates to update the sinking fund. The budgeting process is an ongoing necessity and we must prepare for future capital expenditures so that there are no surprises.
The Finance Committee continues to discuss various scenarios for the Marina Improvement Project including but not limited to slip user fee increases, bank loan scenarios, marina cash flow and marina maintenance. The Marina Committee will be reviewing various bids for marina improvement and working with the Finance Committee to prepare request for funding from outside sources as well as LYC slip users and club members. Upon receipt of Marina bids, the Finance Committee will be seeking funding information from PNC Bank, United Bank and other institutional lenders in the area. The Finance Committee is committed to achieve the best possible financial situation for all LYC members.
We continue to review rising utility costs for the House Committee as to how it relates to the House operating account. The House Committee and Maintenance Committee are committed to improving our energy consumption and will be conducting an energy audit and review the efficiency of the LYC geothermal system. We discussed possible situation that may occur in the months ahead such as increasing revenue, food costs, expenses, budget items, inflation and possible membership dues increases as it relates to rising utility costs.
All LYC members are encouraged to submit suggestions and/or attend Finance Committee meetings.

Burgeemeister (B. Petterson): After the quiet mid-winter doldrums, fellow burgee-boosters have carried out their spontaneous efforts to search and retrieve pennants for the Club’s collections.
The first and the farthest collectors are Dr. Bill and Marjorie Miller who traveled to the wilds of Singapore for Changi Sailing Club burgee. Next the Millers secured a burgee from the Aberdeen Boat club of Hong Kong, PRC.
Sonya and John Edwards also traveled a good distance to acquire a burgee from the Cayman Island Sailing club.
Another West coast addition from the Pacific Corinthian Yacht Club at Oxnard, CA was garnered by Dave and Phyllis Hoag.
Closer to home, your intrepid Burgeemeister and his Frau (Barbara) did some USA bartering and returned with burgees from:
Pasquotant River Yacht Club of Elizabeth City, NC
East Carolina Yacht Club of New Bern, NC
South Carolina Yacht Club of Hilton Head, SC
Yacht Club of Hilton Head Island, SC
Quail Valley River Club of Fort Myers, FL
Royal Palm Yacht Club of Fort Myers, FL
Boardwalk Caper Yacht Club of Fort Myers Beach, FL

In addition, we have some “left overs” that were not displayed before the club closed last winter. These include: Sarasota Yacht Club (Gordon Read), Wicomico Yacht Club (Bill and Joan Reader), Kennebunkport Yacht Club (Randy and Holly Roberts), and ST. Francis yacht Club (Bob and Barbara Petterson).

Our total burgee count as of this writing are: USA mainland and outer States = 128; International =39.

Old Business:
B. Purnell: The next stage of the storage unit plans were emailed to the Board members. Recommendations from the Board were received and the plans are being reviewed.
B. Petterson: Do we have updated drawings?
B. Purnell: Not yet.
B. Purnell: AEDs were discussed at the last meeting but I do not have any update.
Membership remarks:
B. Adams: What is the difference between the marina presentation that will be given to the Board and the one presented to the membership?
B. Purnell: The Board report will include more of the construction details. The membership presentation should concentrate on the same information but in broader details with 99% of the same information. The membership is especially concerned on the costs. The Marina Committee will give all of the details to both-no secret information to the board. The Board needs to know why the committee picked the chosen contractor.
D. Valeria: I missed the Finance Committee meeting, but know that more security cameras were discussed for the marina. Why?
D. Bland: With the increased costs of fuel, more security is needed in the marina. More cameras will be installed as well as other security measures.

The meeting was adjourned at 11:25. 1st Bland, 2nd Petterson.
Respectfully submitted,

Peggy Kernehan, Secretary

posted 04/24/08